Senior Executive Assistant & Operations Partner

Senior Executive Assistant & Executive Operations Partner

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Senior Executive Assistant & Executive Operations Partner based in Brazil.

This is a high-impact executive operations role supporting a General Manager in a fast-moving, entrepreneurial environment. You will go beyond traditional administrative support to help run the executive office with structure, clarity, and accountability. Your focus will be on protecting executive time, anticipating priorities, preparing decisions, and ensuring commitments are completed. You will act as a trusted "external memory," maintaining visibility across requests, deadlines, delegated work, and open questions. The role requires close coordination across sales, marketing, operations, finance, and leadership. You will also use Microsoft 365, AI tools, and workflow automation to improve productivity and streamline executive processes. The position is remote-friendly, with Rio de Janeiro offering a strong advantage for occasional in-person support.

Accountabilities:

• Own and continuously optimize the executive calendar around business priorities, identifying conflicts, preparation requirements, deadlines, and unresolved commitments.
• Prepare concise meeting agendas, background materials, decision points, recommended next steps, and executive briefings.
• Capture key decisions, owners, deadlines, and commitments during meetings and ensure appropriate follow-through.
• Maintain a reliable central system for requests, delegated tasks, unanswered questions, promised responses, and leadership commitments across email, Teams, meetings, and other communication channels.
• Monitor sent emails and ongoing conversations for items that require responses or closure, proactively resurfacing them before they are overlooked.
• Follow up on important actions until they are completed, deferred, canceled, or otherwise formally closed.
• Coordinate priorities and execution across sales, marketing, operations, finance, and leadership teams.
• Draft polished executive communications, summaries, action lists, and other materials that enable faster and clearer decision-making.
• Identify recurring scheduling, accountability, and workflow challenges and recommend practical improvements to executive-office operations.
• Handle sensitive personnel, financial, operational, and strategic information with a high level of confidentiality and discretion.
• Use Microsoft 365, AI tools, automation, CRM systems, dashboards, and project-management platforms where appropriate to improve executive productivity and operational visibility.

Requirements

• 5+ years of progressively responsible experience in executive support or executive operations.
• At least 3 years of direct experience supporting a founder, CEO, President, General Manager, or similarly senior executive.
• Demonstrated experience beyond traditional calendar and travel management, including meeting preparation, project tracking, leadership follow-through, or executive-office operations.
• Excellent written and spoken English with the ability to communicate clearly and professionally with senior stakeholders.
• Strong proficiency with Outlook, Microsoft Teams, and Microsoft 365.
• Consistent availability during Pacific Time business hours.
• A private, dependable workspace suitable for confidential executive conversations.
• Exceptional judgment, discretion, organization, initiative, ownership, and follow-through.
• Ability to operate independently and remain effective in a fast-paced environment with shifting priorities and limited supervision.
• Experience supporting an entrepreneurial or founder-led organization is a strong advantage.
• Candidates based in Rio de Janeiro, or elsewhere in Brazil with practical access to Rio, are particularly encouraged to apply due to the potential for occasional in-person executive support.
• Experience in home services, field services, construction, multi-location operations, or another operationally complex environment is advantageous.
• Experience combining executive assistance with project management or business operations is highly valued.
• Familiarity with AI tools, workflow automation, CRM platforms, dashboards, or project-management systems is a plus.
• Experience working remotely with North American executives is also advantageous.

Benefits

• Monthly compensation of $3,000–$3,500.
• Remote work environment with the flexibility to work from Brazil.
• Opportunity to work closely with senior leadership in a high-impact executive operations capacity.
• Potential to expand the scope of the role to support broader executive and business operations.
• Autonomy and ownership over executive-office systems, workflows, and priorities.
• Opportunity to leverage AI and automation to improve productivity and operational efficiency.
• Potential for occasional in-person support in Rio de Janeiro, depending on business needs.
• Exposure to cross-functional operations spanning sales, marketing, finance, and leadership.